Bài giảng Business and Administrative Communication - Chapter 13: Writing Job Application Letters

Chapter 13Writing Job Application LettersRésumés vs. Job LettersRésumésJob LettersAdapted to a positionAdapted to needs of one organizationSummarizes all your qualificationsShows  you know organization,  how your qualifications can help it, and  how you differ from other applicantsRésumés vs. Job Letters, continuedRésumésJob LettersAvoids controversial materialExplains complicated situations (e.g., career change or gap in employment)Uses short, parallel phrases and fragmentsUses complete sentences in well-written paragraphsEmployer and Job ResearchLearn about employers and jobsResearch the organizationFind out who will receive the letterLearn about the jobTap into the hidden job marketConduct information interviewsConduct referral interviewsJob Application Letters: Content and OrganizationFocus on Qualifications for major requirements of jobPoints that separate you from other applicantsPoints that show your knowledge of organizationQualities that every employer is likely to valueJob Application Letters: TechniquesDo these things in both kinds:Address letter to a specific personName specific position you’re applying forBe specific about your qualificationsShow how you differ from other applicantsShow knowledge of the organization and positionRefer to your résumé (enclose it) Ask for an interviewOrganize Solicited LettersState that you’re applying; name the jobTell how you know about jobShow that you have main qualifications job requiresSummarize other qualifications Develop your main qualifications in detailBe specific about what you’ve doneRelate achievements to work you will do in new jobOrganize Solicited Letters, continuedDevelop other qualifications, even if not requiredShow what separates you from other applicantsIllustrate knowledge of the organizationAsk for an interviewTell when available to interview and to begin workEnd on a positive, forward-looking noteOrganize Prospecting LettersCatch the reader’s interestCreate bridge between attention-getter and your qualificationsDevelop your strong points in detailBe specificRelate what you’ve done in past to what you could do nowShow knowledge of organizationIdentify the role you wish to fillAsk for an interviewTell when you’re available End with a positive, forward-looking statementE-mail Application LettersChoicesPaste traditional letter into e-mail screenEdit letter so it fits one e-mail screen Include name as part of subject linePut the job number/title in the first paragraphUse standard business letter features and end with your nameUse standard business language Omit ALL CAPS and emoticonsCreate a Professional ImageCreate letter in a program that features spell checkUse a standard 12-point fontAddress letter to a specific person, including correct courtesy titleDon’t mention relatives’ namesOmit personal information not related to jobManage your social networking profilesUse key wordsKeep your profile pictures professionalManage your posts in social networksCreate an effective personal websiteProfessional Image: Writing StyleUse smooth, concise writing styleUse technical jargon of your fieldAvoid businessese and stuffy wordsUse a lively, energetic style that makes you seem realProfessional Image: Positive Emphasis and You-AttitudeAvoid words with negative connotationsShow how your background applies to the employersShow what you can do for employers, not what they can do for youDon’t plead or apologizeDon’t use you when you mean yourself or all peopleUse I infrequently; revise to use me or my instead Avoid starting every paragraph with IBegin sentences with phrases or clausesProfessional Image: Paragraph Length and UnityMake first and last paragraph fairly short—4 or 5 typed lines maximumVary paragraph lengthCover only one subject in long paragraphsDivide paragraphs that cover two or more topicsProfessional Image: Letter LengthWrite at least three paragraphsKeep to one pageTighten each sentenceUse slightly smaller marginsSelect a font size one-point smallerUse 2 pages, if neededPut at least six lines of text on page 2Use extra space to add details about your experienceProfessional Image: Editing and ProofreadingEdit and proofread carefully!Check content one last timeDon’t reveal frustration with job searchCheck your toneDon’t beg or show too much gratitude for commonplaces such as reading the letterProfessional Image: Follow-UpDon’t be a pestContact employer after two or three weeks, if you hear nothingOne week is OK to check if materials have been receivedApplication EssaysChance to expand on your best points in more detailUses essay format instead of letterCapture audience’s interest and show you are exceptionalInsert personality into writingMay use anecdotes thatShow you developing as a professionalOutline future goalsApplication Essays: Writing GuidesFollow directions closelyUse focal point/unifying themeCatch audience’s attention in openingUse vivid and unique detailsAvoid unsupported generalities and clichésEmploy topic sentencesReveal your personal voiceEnd with strong conclusion Social Networking and Personal WebsitesMany employers find new employees by searching on the InternetSocial networking and a personal website functions as a virtual cover letterManage your social networking profilesUse key wordsKeep your profile pictures professionalManage your posts in social networksCreate an effective personal website